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 How to Run a Great Staff MeetingThe "best practices" of ministry include keeping key people in touch.
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Then, a number of items are a part of every staff meeting. Here's our repeating agenda: First-time visitors and new regular attenders: Reviewing reports of calls to first-time visitors and new regular attenders allows us to track newcomers' reactions to services and ministries, to flag items for follow-up, and to be aware of any emerging trends. Program inserts/display ads and public announcements: To coordinate communication efforts and establish priorities, we discuss the items scheduled to appear as either inserts or ads in the worship program or included in the list of public announcements made during services. Future dates: Before adding any new ministry event to the calendar, we review and discuss the merits of the idea and try to minimize scheduling conflicts. Name clearing: We review all potential ministry leaders before they are offered a specific ministry position. This allows the head of a particular ministry to benefit from the collective wisdom of the full team about the skills and character of the potential leader. It also helps prevent burnout of a volunteer who may already be involved in other ministry areas. Weekend review: Time is allocated to discuss the weekend's worship services and special events. We try to affirm what went well and to identify what could have been improved. Current projects: We monitor the development of a priority ministry, such as a new church start, staff search, or capital campaign. Next comes what we call priority business, listed in three categories: 1. General discussion. Issues about which staff must be informed, and reminders of upcoming priorities. 2. Proposals. We review the development of new ministry ideas and plans for addressing problem areas. Each idea or problem is assigned to a specific staff person, and a date is designated for the staff member to present a report. 3. Deferred matters. Any items that were previously tabled. Then comes new business: If an issue surfaces during the staff meeting and needs attention, it is listed under new business. If time allows, this item could be discussed immediately, tabled, or assigned to a staff member or team for study. Finally, the meeting concludes with reports, an opportunity for staff members to offer a ministry update, new ideas, or anything else that might be of interest to the entire team. This can be just a few minutes or an extended time, depending on the time available. Ground rulesWe have several principles for effective staff meetings. Have a regular time and place (and don't cancel!). The discipline of meeting each and every week at the same time, even if the meeting is abbreviated, builds a pattern that reaps long-term benefits. Most staff teams find it best to meet early in the week. We meet at 8 A.M. on Monday. (If you are wiped out from the weekend, why not be paid for it!) We expect all staff to be there. Allowing staff to skip at their discretion will undermine the meeting's effectiveness. |             | |||||||||||||||||||
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